10.05 Spacing

While recognizing that it may not be appropriate for all correspondence, the FIP Manual recommends five vertical spaces between the recipient’s address and the salutation, two between the salutation and the body of the letter and five between the complimentary close and the sender’s name. Leave one blank line between paragraphs.

Do not carry over fewer than three lines of text to a new page.

Names of people, numbers and dates should stay on the same line:

• Approval was given by Mr. Ranald A. Quail, Deputy Minister, Public Works and Government Services Canada.

not

• As regards implementation, approval was given by Mr. Ranald A.
  Quail, Deputy Minister, Public Works and Government Services Canada.

• Subject to the limitations clearly spelled out in section 92(1)(c)(i) of the Financial
  Administration Act, . . . .

not

• Subject to the limitations (. . .) clearly spelled out in section 92(1)(c)
  (i) of the Financial Administration Act, . . . .

10.19 Body of the letter

The body of the letter contains the message. Here, more than anywhere else, the general principle of communication applies: say it clearly and succinctly, so that the reader will understand the message properly and quickly. Letters are normally single-spaced, with one blank line left between paragraphs. If a letter is very short, it may be double-spaced. When double spacing is used, the first line of each paragraph must be indented. Avoid writing paragraphs of more than ten lines. By the same token, do not divide a letter into many very short paragraphs.

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